General Secretary – Anglican Council in Malawi

Job Description

The Anglican Council in Malawi (ACM) invites applications from suitably qualified candidates for the position of General Secretary (GS). Those who previously applied for this position need not re-apply.

1.0 Position Summary

1. Is the chief staff position at the Anglican Council in Malawi
2. Is responsible for providing the leadership and direction necessary for the successful management of Anglican Council in Malawi consistent with the strategic plan set by Council Members.
3. Is responsible for developing and managing new initiatives as well as enhancing, strengthening and managing existing programs.
4. Is responsible for developing and maintaining external relationships, while overseeing fundraising, communications, social enterprises and public education.
5. Is responsible for the organization’s operation, the functions of administration, financial, material and human resources, ensuring that resources are administered in a manner that support the mission of Anglican Council in Malawi being met.
6. Is responsible for implementing all measures necessary to ensure the safety of staff, volunteers and contractors and others.
7. Is familiar with and complies with the Trustees Incorporation Act and other relevant legislation.
8. Is familiar with and complies with the Council’s Constitution, By-Laws and Policy.
9. Serves as a resource to the Council and to the Staff in developing and implementing strategies and policies consistent with the mission of the Council.

2.0 Reporting Relationships

The General Secretary is accountable to and reports to the Council.  He or She will be the direct Supervisor for the Finance and Administration Manager, Head of Programmes, Head of Theology and Formation and Head of Investments.

3.0 Key Duties and Responsibilities

3.1 Internal

3.1.1 Leadership

The General Secretary is the key organizational leader, and in this role, is to:

1. Serve as Head Supervisor to all staff and as the liaison with the Council.
2. Provide leadership, direction and support to Anglican Council in Malawi Staff and Management through effective communication, goal-setting, delegation and performance evaluations.
3. Identify and develop priorities in conjunction with the Council and the management team.
4. Facilitate the successful development and implementation of the Councils Strategic Plan.
5. Identify and mitigate risks, seek opportunities for enhancing outcomes and ensure ongoing implementation of objectives.
6. Encourage harmonious relationships between Council members, Staff and Community through effective communications.

3.1.2 Financial Management

The General Secretary is responsible for sound financial management and control, risk management and human resource management in accordance with all pertinent legislation and policy, and therefore will:

1. Develop annual program and project budgets in collaboration with program staff.
2. Manage the efficient and effective use of the Councils resources.
3. Participate in the Finance Committee to ensure understanding of current financial position.
4. Act as signing officer for Anglican Council in Malawi.
5. Oversee all accounting functions, including payroll, financial reporting and remittances to government and funding agencies.
6. Provide information to the council’s external auditors regarding preparation of annual financial statements.

3.1.3 Program Development and Accountability

The General Secretary will work to develop   all program areas. To achieve this, the General Secretary will:

1. Maintain an overview, which ensures that all plans and practices fit with overall goals set by the Strategic Plan.
2. Design and develop programs and services that meet contract expectations and guidelines and/or that address one or more of the Council’s planned initiatives.
3. Ensure all programs and services comply with contractual parameters.
4. Ensure provision of regular statistical program reporting to Council and financiers.
5. Conduct an annual evaluation of all programs and services
6. Collaborate with other service organizations to ensure best practices, information sharing and capacity building.
7. Develop and maintain administrative support systems as needed by the Council.
8. Oversee and ensure risk management policies and procedures are in place to protect the council, employees and/or volunteers from liability and other claims.
9. Establish and ensure that all professional, licensing and financial standards requirements are in place to satisfy legal, regulatory and other requirements.
10. Ensure Councils requirement and facilities are managed effectively and efficiently.

3.1.4 Human Resource Management

The General Secretary will ensure the effective management of the human resources of the organization. To do this, the General Secretary will:

1. Be familiar with the Council’s personnel policies, Employment Act, Compensation Act and relevant legislations.
2. Provide leadership to staff, build a strong and collaborative team, facilitate open lines of communication, and ensure ongoing development, recognition and appreciation.
3. Develop job description and annually review and adjust if necessary.
4. Ensure staff are informed and knowledgeable about operational policies and procedures and their implications and relevance to council operations.
5. Ensure staff have and maintain the required knowledge, skills and abilities to carry out their duties.
6. Ensure new staff are oriented to programs, policies and procedures, including their terms and conditions of employment.
7. Ensure staff are adequately supervised and supported in their work
8. Implement and manage an annual performance review process for all staff.
9. Oversee recruitment and hiring processes.
10. Deal with staff honestly and fairly and maintain open communication.

3.1.5 Operations and Facilities Management

The General Secretary will manage the day-to-day operations of Anglican Council in Malawi and, with the management team, will:

1. Develop and manage annual capital and maintenance plans to ensure that property is maintained in a state of good repair.
2. Coordinate maintenance and capital purchase required throughout the Council.
3. Initiate and/or supervise financial changes or extensions, together with the Board of Finance.
4. Ensure that ACM comply with all applicable health and safety standards, including fire regulations and building codes, and all other relevant codes.

3.1.6 Board Support, Council Administration and Governance

1. Develop and implement strategic plans in collaboration with the Council and Staff.
2. Develop and implement administrative plans in collaboration with the Council and Staff.
3. Recommend and develop relevant policies with Policy Committee, Implement policies and procedures.
4. Ensure agenda and supporting reports for Council meetings are provided to Council members prior to the Council meetings.
5. Attend full council meetings and be the recording secretary.
6. Communicate with the Board of Directors in concise, clear, comprehensive manner, to ensure that the Council has adequate information on Council activities to carry out effective decision making.
7. Participate in meetings of the Council standing committees as required.
8. Participate in other administrative functions as designed by the Council.
9. Attend and report at Full Council Meetings.

3.2 External

3.2.1 Communication and Community Relations

The General Secretary works in collaboration with the Council members and management team to:

1. Maintain communication of Anglican Council in Malawi’s needs and value to the community.
2. Represent Anglican Council in Malawi at all relevant community and fundraising events.
3. Represent Anglican Council in Malawi on relevant community and/or regional committees or initiatives occurs.
4. Conduct activities such as interviews, news releases and newsletters to assist in proactive communication through the media are undertaken and appropriate responses are made to media inquiries.
5. Maintain a positive image and relationship with private and government agencies and their representatives.
6. Lobby in a non-partisan for council needs.
7. Initiate and/or supervise updating of informational and promotional materials.
8. Ensure that Anglican Council in Malawi’s programs and the agency’s profile are strategically promoted.

The General Secretary will:

1. Act as the organization’s spokesperson.
2. Promote Anglican Council in Malawi’s mission and increase community awareness of Anglican Council in Malawi and its services.
3. Identify and participate in events that will effectively establish community relations and enhance the organization’s visibility.
4. Actively participate in professional association activities as appropriate.
5. Establish working relationships with a broad range of community groups, all levels of government and other organizations to work toward common objectives.
6. Represent Anglican Council in Malawi on appropriate committees, networks and joint projects.

3.3 Fundraising

The General Secretary, with the fundraising coordinator, will develop and manage an annual fundraising plan to:

1. Diversify and coordinate fundraising efforts.
2. Ensure recruitment and stewardship of donors.
3. Oversee development of social enterprise opportunities.

3.4 Contract Administration

The General Secretary is responsible for contract negotiations and for ensuring that contractual obligations are met. To do this, the General Secretary will:

1. Review, negotiate and renew all contracts and extensions.
2. Be familiar with all contractual obligations and commitments of the Council.
3. Liaise, develop effective relationships with funding sources and regulatory bodies, and ensure the submission of required reports and contract timelines are met.
4. Research, develop and submit funding proposals and applications for funding from government and other sources.

4.0 Behavioral Competences

1. Decision making; able to reach timely decisions and initiate action appropriately.
2. Strategic analysis and presentation skills.
3. Deals with staff honestly and fairly.
4. Results orientation; plans and organizes time effectively and efficiently.
5. Effective communication; represents Anglican Council in Malawi in a positive and professional manner and maintains open communication with staff.
6. Flexibility; accepts public criticism and responds appropriately.
7. Visionary and strategic thinking; be entrepreneurial in business transactions.

5.0 Requirements Qualifications

Should be mature person of at least 45 years of age with the following qualifications:

1. Master’s Degree in Economics, Business Administration, Theology and religious studies and those with experiences in either Project Management, or Strategic Management will have an added advantage.
2. At least 15 years of postgraduate experience of which five should be in a senior management position
3. Proven record as a successful fundraiser.
4. Must be a committed Anglican Communicant.

6.0 Application Procedures

Eligible candidates meeting the required qualifications and experience should send their applications with cover letter, detailed CV, names and telephone numbers of three traceable referees to:

The Chairman

Anglican Council in Malawi

Box 31120

Lilongwe 3.

Or send by email to: acm.recruitment2017@gmail.com

All applications should be received by 11^th December 2024.